Process minutes: 2019-01-23

Minutes:

1/23/2019
Process cmtee meeting
7-8:30pm, unit 18
Present: Patti, Bob, Jillian

Agenda
1.Check-ins
2. Monkey Review
3. Request for Member Resources funds
4. Request for meeting guidelines to be gone over at meetings
5. Review our latest revised draft of Committee Effectiveness Proposal
6. Next steps to bring the question to GO about Saturday meetings, been
doing 2 a season. Do people want to continue doing them
7. Review our minute taking guidelines and potentially bring to GO for
discussion, given desire for summary versions and other discussion at
12/5/18 cmty meeting
8. FIC taping of diversity conversation, any next steps
9. Next Meeting

2. Monkeys
MONKEY Patti bringing chocolate for the two community meetings a month.
Re-MONKEY Sarah to share their handouts and powerpoint for the facilitation
training to the Process cmtee google folder in drive. (See 3/19/16 Process
minutes)(Feb 2016 Training)
ONGOING MONKEY: facilitators - when there’s a new proposal, or discussion
of any new idea, ask for clarifying questions, then ask for positive
reflections about it, before they go into discussion of concerns.
ONGOING MONKEY: Schedule a few refreshing policy moments:
o Blocking - Refreshing policy moment but also more discussion probably.
o Parking
o Expectations for interacting with visitors (from New Member Packet)
o Cleaning up after yourself in the CH / Expectations for teen and youth
cmty work, CH access, and supervision
o Review of GO proposal and decision-making processes and revisiting
decisions
o Overview of BOA and how to search for agreements - demo
o Minutes must be emailed to their minutes email address for the BOA and
to talk.
o Refreshing policy moment on empowered committees
o Go over our community meeting guidelines
RE-MONKEY: Jillian will add to the BOA updater job description, tracking if
committees are sending in minutes, and if community meeting minutes are in
there too.
Re-MONKEY even though DONE - had no response: Jillian will check in with
buildings, see if they would be willing to present to the community about
the committee structure they have been trying
Re-MONKEY: Jillian to ask Sarah and Mary if they would share the actual
google docs and slides of their consensus refresher presentation with
Process, not just the PDFs, if they are willing.
Re-MONKEY: Jillian will look up what we already do have in writing about
blocks and bring to a process meeting so we can shape a discussion agenda
item for an upcoming community meeting.
Re-MONKEY: process to modify our mandate template to add method of decision
making
Re-MONKEY: Yi-miau has been tracking email, will forward her email to the
special addresses Willie will share. Yi-miau will search in gmail by
committee and then check against her spreadsheet. Yi-miau can fix date in
subject line if needed. Willie and Yi-miau to work together, maybe one
committee at a time, they will work together.
Re-MONKEY: Yi-miau will mark the expired agreements as expired.
MONKEY: In light of 12/5/19 community meeting discussion, schedule
reviewing our existing minute taking guidelines for our next process
meeting.
MONKEY: Per request at the last meeting by new people, facilitators to
please bring out the meeting guidelines poster and actually go over it at
the start of meetings. They should please go over facilitator guidelines
too, even if we don’t have a poster. Should explain things like, that
facilitators are managing the stack and that they can adjust the order to
call on people as needed. (Could still write the stack down on a whiteboard
but the facil could choose to change the order.) Next regular meeting
facils are Mary King and Elph. Jillian will contact them. Should be a 10
minute item. Include Yi-miau too as agenda planner in email.
MONKEY: Jillian will email agenda planners to add Committee Effectiveness
Proposal for discussion/decision.
MONKEY: Jillian will ask for agenda time for meeting time for a meeting day
discussion.
MONKEY: Bob will check with Sunward membership about what they plan to do
with the FIC-recorded diversity conversation. Maybe Sunward book club will
want to start something?

3. Request for Member Resources funds (we have $100)

We have a member asking for funding for attending the cohousing meeting.
This fund was reduced this year unfortunately. Discussion about spending it
now vs waiting.

AGREED: Decided this is an important thing to support, and some years we
get no requests at all, let’s spend the $100. And if we do get more
requests its good information for next year’s budget request. We would like
the member to do some kind of info-share back to the community.


4. Request by new folks for meeting guidelines to be gone over at meetings

Do we have a poster for facilitator guidelines? Not sure. They are in the
BOA. Might need to print out. We DO have a poster for Meeting attendee
guidelines.

MONKEY: Per request at the last meeting by new people, facilitators to
please bring out the meeting guidelines poster and actually go over it at
the start of meetings. They should please go over facilitator guidelines
too, even if we don’t have a poster. Should explain things like, that
facilitators are managing the stack and that they can adjust the order to
call on people as needed. (Could still write the stack down on a whiteboard
but the facil could choose to change the order.) Next regular meeting
facils are Mary King and Elph. Jillian will contact them. Should be a 10
minute item. Include Yi-miau too as agenda planner in email.


5. Review our latest revised draft of Committee Effectiveness Proposal

https://docs.google.com/document/d/1Y8nIq5SKC-9YKdoc98P3Yeviw89H7vbOIpt1m67EFCE/edit?usp=sharing

Went over the latest draft. Seems like its ready for more community
discussion.

MONKEY: Jillian will email agenda planners to add Committee Effectiveness
Proposal for discussion/decision.

6. Next steps to bring the question to GO about Saturday meetings, been
doing 2 a season. Do people want to continue doing them

Attendance has varied, but in general it has not been different attendance
from our weeknight meetings. We have our weeknight meetings as early as
possible in order to accommodate kids’ bedtimes, and, that can be
challenging for some people with their work schedules. At times has been
difficult to find people available to fill the meeting roles -
facilitators, minute takers. Esp in the fall.

We’ve been doing 2 per season. It works well in January, it's nice to not
have a meeting on MLK day.

We’ve been alternating between alternative and regular being on Saturdays.

Talk about how its been going and then bring a proposal? We did a survey
and got feedback. However, there was not a lot of support for the idea, but
we had a few outspoken requests and the community was willing to try it.

Should we do a survey ahead? Now that we’ve been doing it for a couple
years, what do you think about having Saturday meetings? Should we do a
go-round at the meeting? I like the idea of a go-round, give process a
sense of the room and how we should proceed for the foreseeable future with
meeting dates and times. People can say if they like having Saturday
meetings or no, briefly why, or if they are neutral.

MONKEY: Jillian will ask for agenda time for meeting time for a meeting day
discussion.

7. Review our minute taking guidelines and potentially bring to GO for
discussion, given desire for summary versions and other discussion at
12/5/18 cmty meeting

Do we want to revise the existing guidelines - not sure yet. Process should
read the existing minutes taking guidelines over and work on them at our
next process meeting.
MONKEY: In light of 12/5/19 community meeting discussion, schedule
reviewing our existing minute taking guidelines for our next process
meeting.


Emotion around walkout entrance question - sharing circle needed?
Could be a suggestion offered to F&L to do this, depends on their
conversations tonight. Had a good debrief after the Saturday meeting...


9. FIC recording of tri-community diversity conversation, any next steps

Bob was wondering if it might be a basis for 2019 skills and thrills. Maybe
we should wait to see what Sunward plans to do?

MONKEY: Bob will check with Sunward membership about what they plan to do
with the FIC-recorded diversity conversation. Maybe Sunward book club will
want to start something?

10. Next Meeting
2/20/19 7-8:30 in the CH sitting room
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